Jan 262016

Organization: Norwegian Refugee Council
Country: Mali
Closing date: 05 Feb 2016

The Norwegian Refugee Council (NRC) is a non-governmental, humanitarian organization with 60 years of experience in helping to create a safer and more dignified life for refugees and internally displaced people. NRC advocates for the rights of displaced populations and offers assistance within the shelter, education, emergency food security, legal assistance, and water, sanitation and hygiene sectors.

The NRC has approximately 5000 committed and competent employees involved in projects across four continents. In addition, NRC runs one of the world’s largest standby rosters -NORCAP, with 650 professionals, ready to be deployed on 72 hours notice when a crisis occurs.

The NRC is seeking to develop generic, low cost and rapidly deployable data management solutions to support quality programme implementation in emergency contexts with low bandwidth. To this end NRC is seeking the support of a consultant or company (hereafter referred to as the ‘consultants’) to assist in the development, configuration and establishment of a series of case-tracking systems in Mali using Kobo Toolbox together with Microsoft Excel. The system is expected to fulfill a number of requirements as presented further below while also contributing to the establishment of guidance to ensure the possibility for replication by other NRC programmes. The preliminary case tracking system will be configured, developed and tested for a period of 4 months for the ICLA team, before a decision is made on wider roll out within the Mali programme.

NRC has an existing case tracking system based on the use of common global output and outcome indicators. This system is well developed; however reporting is at present undertaken directly in Excel and is prone to data entry errors.

The consultants will also be required to produce a document outlining the methodology and key steps taken to establish the case-tracking system to enable replicability by other NRC programmes.

1) Functionality Required

The following functionality is required from the Kobo-based base management system.

a) Tracking of beneficiaries and recording of the services they receive over a period of time (i.e. updating of existing client records).

b) Offline data capture and case access.

c) Implementation of some aspects ‘case management’ functionality – tracking beneficiaries through a process and recording the outcome of the process (case opened, notes, recording of ad hoc events (e.g. meetings / updates etc), closure and case outcome.

d) While access by multiple users (case managers) is necessary, having a mechanism for personal data protection is essential.

e) Ability to produce a dashboard for reporting aggregated indicators.

2) Scope of Work

The consultants will be expected to undertake the following activities in close coordination with NRC staff. NRC has made dedicated personnel available to support the implementation of the case tracking system in Mali and senior staff available to learn how to develop these systems in the future. In this way, NRC hopes to establish generic tools and guidance to support the use of the Kobo Toolbox more widely across the organization.

Communication during the tool design phase and end of the project reporting will be in English, however ability to communicate fluently in French is essential for the delivery of this work.


a) Build a functioning case management-platform on Kobo Toolbox (in French) using excel or similar for data organisation and storage

b) Design a French-language protocol for data entry and management. (Avoiding conflicting entries, user tracking, correcting errors, etc.)

c) Design training (with handbook – French) on the use of case tracking tool from a case-managers perspective.

d) Undertake a training of selected NRC staff (ICLA assistants & officers) on the use of the case-tracking tool (French).

e) Provide on-going technical support through telephone / email during the period of the trial.

f) Building on lessons learned, design training with a Handbook (French) on how to build a Kobo case tracking or surveys & trouble shoot from a study designer perspective. Usage of reporting functionality.

g) Undertake training of selected NRC staff (PMs, PCs and M&E Officer) on Kobo tool development (French).

h) Produce a final learning note (English) outlining the key steps taken to develop Kobo Toolbox as a case tracking tool in a field based context so that this can be replicated by other NRC programmes.

3) Timeframe

The NRC seeks to implement the system during the period February to June 2016. It is anticipated that the first phase of the process will involve a training of selected NRC staff on usage and basic configuration of the Kobo Toolbox Case tracking Platform.

If possible, NRC anticipates that a contract will be issued in February with off-site tool development and on-site training to take place shortly thereafter.

How to apply:

4) Quotations should clearly indicate the following:

a) The validity of the offer

b) An overall cost estimate for the work included in section 2 (scope of work). This should include a detailed breakdown of the number of personnel used, daily rates and estimates of other relevant costs.

c) The currency of offer

d) Anticipated timeframe for implementation

e) Details of previous experience in developing tracking systems using Kobo Toolbox

5) Manner of Submission:

Please submit your quotation in accordance with the requirements detailed below by email to

Deadline for submission of quotations is close of business on the 5th of February 2016. Applications received after the deadline will not be considered.

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